TRAINEE WORKBOOK. Atlas 4.0 for Microsoft Dynamics AX Advanced upload system

Transcription

1 TRAINEE WORKBOOK Atlas 4.0 for Microsoft Dynamics AX Advanced upload system

2 COPYRIGHT NOTICE Copyright 2009, Globe Software Pty Ltd, All rights reserved. Trademarks Dynamics AX, IntelliMorph, and X++ have been registered as or are under registration as trademarks of Microsoft Corporation. Microsoft Office System 2007, Windows 2003 and Windows 2008 are registered trademarks of Microsoft Corporation. Software release This documentation accompanies Atlas version or higher and which is suitable for Microsoft Dynamics AX V4.0 SP2 and Dynamics AX 2009 SP1 or higher and Microsoft Office 2007 or higher. Publication date 12/07/2009 Reader comments Any comments or suggestions regarding this publication are welcomed and should be addressed to the attention of:

3 Table of Contents 1 Introduction Welcome About this course Course description Audience Objectives Pre-requisites Classroom Training Training Materials Working with templates Outline Objectives Walkthrough: Creating a simple customer template Scenario Preliminaries Identifying mandatory fields Creating a table template Selecting mandatory fields Adding user required fields Remove redundant fields Applying basic defaults Saving the template Table upload functions Outline Objectives Append function Outline Uses for the Append function Lab. Exercises Update Column function Outline Uses for the Column function Walk-through: Updating a field Lab exercises Replace function Outline Uses for the Lookup function Walk-through: Find and replace Lab Exercises Key points i

4 Introduction 3.7 Quick interaction Journal functions Outline Objectives Walk-through: Journal upload functions Scenario Creating a basic template Adjusting heading and lines fields Mapping and setting defaults Test the journal upload Key points Quick interaction ii

5 1 Introduction 1.1 Welcome Training is a vital component of retaining the value of your Atlas investment. Our training keeps you up-to-date on your solution and helps you develop the skills necessary for you to fully maximize the value of your investment. Whether you choose to undertake Classroom Training, or download our Training Materials, there s a type of training to meet your needs. 1.2 About this course This course provides you with specific guidance on how to build templates in the Atlas upload system Course description This tutor-led course provides students with the knowledge to use advanced functions of the Atlas upload system. The course focuses on using all the upload functions and demonstrates each in isolation and in context Audience This course is intended for all students who wish to learn about the Atlas upload system and what it can do for them. It is expected that students have a good understanding of Microsoft Excel and its basic features Objectives The objective of this course is to provide you with the ability to: Understand and navigate the Atlas ribbon and task panes Understand Designer and Context modes of operation Use the data source tabs and mapping fields to entries in your document Understand the concept of a template and its primary purposes o o Field selection Setting of defaults Understand and how to build table upload templates for the following functions: o Append o o Column update Replace Understand and how to build journal upload templates Understand the various forms of defaults and how to apply them Pre-requisites Students must have completed the Atlas 4 introductory upload course and must be familiar with Microsoft Dynamics AX. They must also have a good knowledge of the basic features of Microsoft Excel. 3

6 Introduction 1.3 Classroom Training Classroom Training provides serious, in-depth learning through hands-on interaction. From demonstrations to presentations to classroom activities, you ll receive hands-on experience with instruction from our experts. 1.4 Training Materials Training Materials allow you to learn at your own pace, on your own time with informationpacked training manuals. We offer a variety of training manuals and user guides, each rich with tips, tricks, and insights you can refer to again and again: Atlas Training Workbooks are very detailed training manuals, designed from a training perspective. These manuals include advanced topics as well as training objectives, exercises and interactions. Look for a complete list of manuals available from your partner or via the website: Before you begin please check that you have the following: You must have a copy of Dynamics AX 4 of Microsoft Dynamics AX 2009 installed and working on the CEU company. Or, A copy of Microsoft Dynamics AX 2009 installed in a VPC with the demonstration company CEU installed. Atlas 4 installed with connections to the appropriate Microsoft Dynamics AX installation. (If you are using the VPC with an Atlas differential installed, then this should already be working) An Atlas client icon on the desktop, configured to point to the training system Atlas 4 training workbooks installed LAB Append Post codes LAB Append Customers LAB Post codes LAB Addresses LAB Update Customer Credit ratings LAB Customer - Item sales forecast LAB Free-text invoice LAB Sales price journal LAB Sales order Atlas 4 completed training workbooks COMPLETE WALKTHROUGH Build in-document template COMPLETE L Append Post codes COMPLETE WALKTHROUGH Update sales pool 4

7 Introduction COMPLETE WALKTHROUGH 4.4.3a - Verification COMPLETE WALKTHROUGH Journal COMPLETE L Sales price journal COMPLETE L Sales order Upload data source file and templates: Training - General - Upload.AtlasDataSources LAB Append New Customers LAB Append New Customers LAB City postal codes LAB Addresses LAB Sales order pool update LAB Sales forecast LAB Free-text invoice Free-text invoice LAB Sales price journal Accompanying walk-through templates: WALKTHROUGH Upload new customer WALKTHROUGH Update sales pool WALKTHROUGH Replace Sales Budget WALKTHROUGH Journal 5

8 2 Working with templates 2.1 Outline For all but the simplest of uploads, a template is needed to define both the fields in the target Microsoft Dynamics AX table and the mapping between these fields and your Microsoft Office document. A template serves two purposes: 1. Describes the required fields in the target Microsoft Dynamics AX table in terms of: a. System requirements. i.e. have all the mandatory fields been included b. User requirements. i.e. have all the fields the user needs been included 2. Provides a means by which pre-set or default values can be assigned to fields, thus reducing the amount of data-entry the user has to do, to successfully upload into Microsoft Dynamics AX. These defaults come in the form of: a. Pre-set literal values b. Number sequences c. Defaults from parent or child records d. X++ method calls 3. Provides a means to map the Microsoft Office document to the Microsoft Dynamics AX fields Templates are analogous to saved queries; they can be saved as a file and shared amongst other users. Mapped templates are often saved into the document as in-document templates. It is these that are used when the upload is run. The batch tasks procedure can only use in-document templates. 2.2 Objectives At the end of this chapter, you will be able to: Create table function templates Understand what is meant by system and user requirements in a template Understand the various forms of template pre-set values Understand how to edit templates Understand the difference between a template and an in-document template 6

9 Working with templates 2.3 Walkthrough: Creating a simple customer template Scenario This is the first opportunity you have had to build an upload template. With an eye for simplicity, you decide to attempt to build a template that can be used to append customer records to the Microsoft Dynamics AX customer table. It will derive the customer account code from a number sequence and it will default the language. You need to remember that the template must satisfy the following conditions before it can be used successfully. Choose a table Includes all mandatory system fields Includes the set of fields necessary to meet the business requirement Remove redundant fields Apply defaults to reduce on-sheet references Saving the template The document you are using to test the upload process is WALKTHROUGH Upload new customer.xlsx Preliminaries Since a number sequence will be used to assign the customer number, it is necessary to create this in Microsoft Dynamics AX first. 1. Open Microsoft Dynamics AX 2. Navigate to Basic -> Setup -> Number sequences -> Number sequences Figure 1 Number sequences 3. Create a new number sequence (Ctrl+N) 4. Enter Atlas_1 in the Number sequence code entry box 5. Enter Atlas customer number in the Name entry box 6. Enter 1 in the Smallest entry box 7. Enter 999 in the Largest 8. Enter AC### in the Format entry box 7

10 Working with templates 9. Save the record (Ctrl+S) 10. Close Microsoft Dynamics AX Identifying mandatory fields Each table will typically include fields that are required by Microsoft Dynamics AX to be filled in. These will include key fields and other essential fields used by the system. Unless derived through a method call, you must include all mandatory fields in your template. You can determine the mandatory fields on a table either by inspecting the table definition in the AOT or selecting the table for upload using Atlas in Context mode: 1. From the Ribbon bar, on the Atlas tab, in the Report options group, ensure that the task pane mode is Context 2. From the Ribbon bar, on the Atlas tab, in the Upload group click the Table button. Choose Append from the menu that is shown 3. Tick to select Customers beneath the Create using template node 4. Click to select the Append tab 5. Scroll down the list, mandatory fields are those with a red underline in the Criteria column Figure 2 Mandatory fields highlighted with red underline Creating a table template Create a template by choosing a table and then adjust the field list to suit: 1. Open the sample workbook 2. From the Ribbon bar, on the Atlas tab, in the Report options group, ensure that the task pane mode is Designer 3. From the Ribbon bar, on the Atlas tab, in the Upload group click the Table button. Choose Append from the menu that is shown 4. Tick to select Customers beneath the Create using template node 5. Click to select the Append tab 8

11 Working with templates Figure 3 Template based upon auto-report fields 6. Click to select the Customers node 7. Click Properties to reveal the properties form 8. Change the Title to read Basic Customer Append 9. Click OK Selecting mandatory fields Ensure your template includes all the required fields. In this case these will be: Customer account Customer group Address book type Currency Language Do this as follows using the Append tab: 1. Click Fields 2. Click to expand the Available fields node 3. Tick to select Address book type 4. Tick to select Language 5. Click OK 9

12 Working with templates Figure 4 All mandatory fields included Adding user required fields These are fields that are in the workbook that are, from a user s point of view, necessary for a successful upload. In this example these include the Search name, Credit rating and the Credit limit: 1. Click Fields 2. Click to expand the Available fields node 3. Tick to select Credit limit 4. Tick to select Credit rating 5. Tick to select Search name 6. Click OK The template now appears as follows: Figure 5 Template including mandatory, user required and redundant fields 10

13 Working with templates Remove redundant fields The template is useable as specified. However, it can be adjusted to remove those fields that are not necessary for the data in the source workbook. These fields include: Address Telephone Organisation number Remove as follows: 1. Click Fields 2. Tick to remove Address 3. Tick to remove Telephone 4. Tick to remove Organisation number 5. Click OK The template now appears as follows: Figure 6 Template suitable for use with the workbook Applying basic defaults Outline You can apply some basic defaults at this stage, these include: Number sequences Literal values that need not be entered from the workbook. E.g. Address book type Adjusting the template for defaults Defaults are applied at field level, in this example these fields will be Customer account, Address book type and Language: 1. Click to select Customer account 2. Right-click to select Properties 3. Tick to select Number sequence 11

14 Working with templates 4. Enter Atlas_1 in the Value entry box 5. Select Per line in New voucher 6. Tick to select Hidden. This ensures the field is not visible at runtime Figure 7 Customer account properties 7. Click Apply 8. Click the right spinner button (>) until the Address book type field is shown 9. Tick to select Hidden. This ensures the field is not visible at runtime 10. Click the Value search button to reveal a list of alternatives 11. Tick to select Organization Figure 8 Choose Organization 12. Click Select items 13. Click OK 14. Click the right spinner button (>) until the Language field is shown 15. Tick to select Hidden. This ensures the field is not visible at runtime 12

15 Working with templates 16. Click the Value search button to reveal a list of alternatives Figure 9 English US 17. Tick to select en-us 18. Click Select items 19. Click OK 20. Click Apply 21. Close the Properties window using the red cross at the top right of the form Below is how the template might look: Figure 10 Basic, unmapped template Saving the template Saving the template will create a file that can be shared with other users and is available for reuse with similar documents: 1. Click Save As 2. In the File name entry box, type LAB 231 Basic Customer Append 13

16 Working with templates Figure 11 Saves As... makes the template available for use 3. Click OK Use the Insert button to make this template an in-document template and then map the document ranges to the fields in the template. 14

17 3 Table upload functions 3.1 Outline The table upload functions are used to enter records into Microsoft Dynamics AX tables. These will typically be budgets and new records for main table and the like. You can also use the upload functions to amend existing columns of a table, for example adjusting the credit limit for a range of customers. A replace function is available which deletes records and then appends new records as a replacement for the deleted ones. You should note that these functions respect the access settings for the tables in Microsoft Dynamics AX. This means that if update or append is not allowed as prescribed by Microsoft Dynamics AX (for example transaction tables) then you will not be able to use the upload functions of Atlas on these tables either. 3.2 Objectives At the end of this chapter, you will be able to: Understand the differences in template design for the following functions: o o o Append Update Replace Understand how each of these three upload functions are built and used Understand how to edit each function 15

18 Table upload functions 3.3 Append function Outline The Append function adds one or more records to a Microsoft Dynamics AX data source. This is the simplest of the Table upload functions as no additional filter criteria needs to be applied Uses for the Append function You use the Append function in the following instances: During implementation, use this to load new, main table and setup data into Microsoft Dynamics AX. For example, customers, vendors, dimensions and items When budget transactions are to be loaded into a new model When the loading of new records using the Microsoft Dynamics AX client would take longer than using the Atlas upload system 16

19 Table upload functions Lab. Exercises 1. Your investigations so far have given you a good understanding of the Table Append function. Despite being shown how to prepare a customer upload template, you will need to use what you have learned into practice and load a list of new customers. You will open the workbook and use the Table Append function to create a template for this purpose. (Use LAB Append Customers.xlsx) Challenge yourself! 1. Ensure task pane mode is Designer 2. Open the Table Append task pane 3. Pick the Customers table 4. Adjust fields to meet mandatory and user requirements 5. Apply defaults 6. Save the template Need a little help? 1. Here is an example of the loaded records inside Microsoft Dynamics AX: 17

20 Table upload functions 3.4 Update Column function Outline This function is used to update one or more columns in a table with values found in the source document. The records selected for update are defined using a Filters tab page. The template used; saved or in-document must nominate which fields uniquely identify a record in the source document Uses for the Column function The Column update function is used in the following instances: Where you want to adjust the value of one or more fields in a table of Microsoft Dynamics AX There are many records to be adjusted meaning the use of the Microsoft Dynamics AX client and associated table forms would be prohibitive Where the column adjustment does not change prior, reported values. In this case a journal or other transactions postings should be used. Where a property of a record was missed or was not available during upload and needs to be added subsequently. 18

21 Table upload functions Walk-through: Updating a field Scenario Because the information was not available at the time of loading, the new customers you did not include a Sales pool code; an attribute necessary for some specific reporting used by the sales team. You need to be able to modify these existing records with this attribute. You must build a suitable template that will update the sales order pool. In this scenario, the following will be done: Build a template to update the sales pool. Define named ranges for each column of this list Map to the document Run the update Use WALKTHROUGH Update sales pool.xlsx as a basis for this exercise Build an update template The following is an example of the table that can be used as a starting point for the update: Figure 12 New customers that need updating Build the template as follows: 1. From the Atlas ribbon bar, select the Table button and choose Table columns from the menu 2. In the Create using template list, tick to select the Customers node 3. Open the Filters tab 4. Click to select the Customer account 5. In the criteria column, enter =AccountNum. This means that Atlas will use this named range to identify unique customer account codes. 6. Open the Table columns tab 19

22 Table upload functions 7. Click to select the Table Columns (Customers) node 8. Click the Fields button 9. When the Add or modify report columns task pane appears, un-tick all but the Customer account column 10. Expand the Available fields node and navigate the list until you find Sales order pool. Tick to select this field 11. Click OK to copy your selections into the list task pane The task pane appears as follows: Define named ranges Define the ranges in which Atlas will source the key field of the table and the data to update the records with. 1. Click to select the Customer Account row 2. Right-click and select =AccountNum 3. Click to select the Sales order pool row 4. Right-click and select =SalesPoolId 5. Click Insert The task pane appears as follows: 20

23 Table upload functions Figure 13 Mapped template Map document to template Use named ranges to so that the upload system knows where to find the data: 1. Select cell D6 2. Right-click and from the menu choose Select->Table Column Data 3. In the Name box, type AccountNum 4. Select cell F6 5. Right-click and from the menu choose Select->Table Column Data 6. In the Name box, type SalesPoolId Confirmation Send the update request to Microsoft Dynamics AX: 1. From the Atlas ribbon bar, change the mode form Designer to Context 2. Open the Confirmation tab 3. Click Upload The records in the customer table will be updated and the confirmation page will indicate all reported records have been updated, thus: 21

24 Table upload functions 22

25 Table upload functions Lab exercises 23

26 Table upload functions 3.5 Replace function Outline This is used to remove existing records from a data source and then append a new set of records as a replacement. Typically this will only be used on tables that allow for a set of records to be deleted and then a new set to be added. Because of this, this function may not be appropriate where records cannot be deleted because of dependencies on other records; as is the case with customers, vendors and ledger accounts. Normally use this feature on tables like budgets and forecasts which allow records to be deleted. Using the Replace function, means you specify a delete action; in which you tell the upload system what to remove and then build an Append function Uses for the Lookup function The Replace function is used in the following instances: Where you want a user to remove a set of records and replace them with a new set. For example a budget or forecast Whenever wholesale data changes are required and dependent records do not exist Where the task of entering records directly in Microsoft Dynamics AX exceeds the time taken by the Atlas upload system to do the same thing 24

27 Table upload functions Walk-through: Find and replace Scenario You have been asked to review a sales budget prepared for the coming quarter by the Sales team. You have been told that data in the workbook needs a template so that it can be loaded into AX. To do this, you will: Create a template based upon Ledger budget Build filter expression to remove existing records Map the template to the document and create an in-document template Use the template and perform the upload Here is an example of the workbook: (WALKTHROUGH Replace Sales Budget.xlsx). It can be assumed that the default named ranges suggested by Atlas is available for use in the template Create the ledger budget template Create the template as follows: 1. From the Atlas ribbon bar, change the mode to Designer 2. From the Atlas ribbon bar, select the Table button and choose Find and Replace from the menu 3. Tick to select the Ledger budget node 4. Open the Filters tab 5. Click to select the Date row 6. Type =DateRange into the Criteria column 7. Click to select the Model row 8. Type =Model into the Criteria column Here is what the tab should look like: Figure 14 Filter expression defining what to delete 9. Open the Find and Replace tab 25

28 Table upload functions 10. Click to select the Amount field 11. Right-click and open the Properties form 12. Using the Field type drop-down, select Number of columns 13. Enter 3 into Number of columns 14. Choose Date in the Date field drop-down box Figure 15 Amount tabulated into 3 columns 15. Click Apply and close the form 16. Click to select Find and Replace: Ledger budget node 17. Click the Fields button 18. When the Add or modify report columns task pane appears, un-tick the Revision date field 19. Click OK The template appears as follows: Figure 16 Ledger budget upload 26

29 Table upload functions Mapping the template to the document Assign named ranges to each field in the template apart from the Amount and Date fields beneath the columns node: 1. Select the Ledger account row 2. Right-click and select =LedgerAccount 3. Select the Model row 4. Right-click and select =ModelNum 5. Select the Comment row 6. Right-click and select =Comment 7. Select the Currency row 8. Right-click and select Properties 9. Enter USD into the Value entry box 10. Click Apply and close the form Figure 17 Row based elements with suggested range names 11. Click to select the Ledger budget node 12. Right-click Properties 13. Change the title from Ledger budget to First Quarter Sales Budget 14. Click OK 15. Click Insert Mapping the tabulated date and amount columns This requires the mode to be changed from Designer to Context. It is in context mode that the ranges for the two tabulated fields are mapped. 1. From the Atlas ribbon bar, change the mode to Context 2. Open the Find and Replace tab 3. Click to select Date[1] and type 31/01/

30 Table upload functions 4. Click to select Date[2] and type 28/02/ Click to select Date[3] and type 31/03/ Click to select Amount[1] and type =January 7. Click to select Amount[2] and type =February 8. Click to select Amount[3] and type =March Figure 18 Mapped tabulated columns for amount and date 9. Select to open the Confirmation tab 10. Click to select Save Performing an upload using the template Perform the upload as follows: 1. From the Atlas ribbon bar, change the mode to Context 2. Open the Confirmation tab 3. Click Upload When complete, the confirmation page reports the number inserted and the number of records removed. 28

31 Table upload functions Figure 19 Added and Deleted records showing successful upload Here is an example of the records in Microsoft Dynamics AX. Figure 20 Sales forecast for Lion Sales 29

32 Table upload functions Lab Exercises 30

33 Table upload functions 3.6 Key points This section introduced the three main table upload functions: Append Update Find and Replace (Replace) In addition to introducing these three functions, it showed how these functions can be used in conjunction with other features to make the Atlas upload system a powerful addition for Microsoft Dynamics AX. Other lessons learned include: Append is the simplest of functions as it works with new record sets only Update changes the value in one or more columns of a table Find and replace is two operations in one; a delete operation and an append action The Update function uses a filter tab page to define the set of records to which the update will apply The find and Replace function uses the Filter tab page to define the delete action Use these functions when the volume of records to manipulate is large or the time taken to achieve a given task in Microsoft Dynamics AX is long Table functions do not normally operate on transaction type tables. Instead, use the journal functions Find and Replace is used for Budget and forecasts Actions on Vendor, Customer, Items, Projects and the like are undertaken using append and/or the update functions 31

34 Table upload functions 3.7 Quick interaction Take a moment to write down the three key points you have learned:

35 4 Journal functions 4.1 Outline Use the Journal upload functions to post the transactions that you would normally enter using the journal forms inside Microsoft Dynamics AX. For example, vendor invoice, general journal, fixed asset journal, inventory movement journal and trade agreements. You can also use this for free-text invoices, purchase orders and sales orders. Candidates for this function are those tables in Microsoft Dynamics AX that are defined as type Worksheet header and Worksheet line. This function allows you to send a single header record at a time and attach one or more line records. To achieve multiple header records and multiple lines, you will need to use the Table Append functions described earlier. Journal upload is an Append action only and is similar to the Table Append function described earlier. 4.2 Objectives At the end of this chapter, you will be able to: Understand how build a general journal upload template Understand how to join the header and lines tables to create the initial template Understand defaults from header Understand number sequence allocation as it relates to journals and vouchers 33

36 Journal functions 4.3 Walk-through: Journal upload functions Scenario You have prepared a general journal workbook that will allow you to upload un-posted ledger journal transactions into Microsoft Dynamics AX. Before you can test this workbook you need to build a suitable saved template from the library of templates in your installation. This will need to be included into the document and the fields mapped. (Use WALKTHROUGH Journal.xlsx). In this scenario, you will: Link the header and lines tables to create a basic journal Adjust heading and lines fields Map fields and set defaults as required before inserting into the document Test the upload Here is how the workbook appears: Figure 21 General journal workbook Creating a basic template You can do this by selecting the ledger journal table and the ledger journal lines from the list of data sources, found beneath the Create from template node: 1. From the Atlas ribbon bar, change the mode to Designer 2. From the Atlas ribbon bar, select the Journal button 3. Click to select the Ledger journal table node 4. Right-click to select Journal header 5. Click to select the Journal lines node 6. Right-click to select Journal lines 34

37 Journal functions Figure 22 Linking header and line tables to form a basic template Adjusting heading and lines fields Outline Once the basic template is built, you can adjust the template to accommodate the required fields. These fields are those that satisfy both the system and user requirements. In terms of system requirements, all mandatory fields are included in the basic template, so it is just a question of including the user required fields Adjust the journal header Remove all un-necessary fields. Many of the journal header fields can be populated by using a standard X++ method. If you use this, then the header needs only include the journal number, name and description: 1. Open the Journal tab Figure 23 Basic template showing auto-report fields 2. Click to select the Journal header: Ledger journal table node 35

38 Journal functions 3. Click Fields to open the field selection window 4. Un-tick all but the Journal number, Name and Description fields Figure 24 Basic set of fields needed for the header 5. Click OK The following is shown: Figure 25 Journal header and lines Adjust the lines component to the template It is usual that the auto-report fields for the journal lines will always be included in all templates. Therefore, adjusting the lines is usually a case of adding fields to the template. In this case the standard dimensions and document fields will be added along with exchange rate. Do this as follows: 1. Click to select the Journal lines: Journal lines node 2. Click Fields to open the field selection window 3. Click to expand the Available fields node 4. Tick to select the Account type field 5. Tick to select the Department field 6. Tick to select the Cost centre field 36

39 Journal functions 7. Tick to select the Purpose field 8. Tick to select the Exchange rate field 9. Tick to select the Document field 10. Tick to select the Document date field 11. Click OK Figure 26 Expanded journal lines record Mapping and setting defaults Outline You can see that this template does not contain any pre-set defaults and the link between the header and the lines is not included. Set the defaults and mapping for each field in turn. You can assume and can verify by inspection that the suggested named ranges exist in the document already. Any reference to = below represents a known named range Applying settings to the header fields Examine each field in turn: 1. In the Journal tab, select the Journal number field 2. Click to select Properties 3. Tick to select Number sequence 4. Tick to select Hidden 5. Type into the Value entry box, the number sequence used to represent journal numbers. In this case Gene_10 6. Click the (>) button to select the Name field 7. Enter into the Value entry box =JournalName 8. Enter into the X++ Method name box InitFromLedgerJournalName 37

40 Journal functions Figure 27 Setting defaults using a method call 9. Click Apply 10. Close the Properties form 11. Select Description 12. Right-click and select =Name The Journal tab appears as follows: Figure 28 Header fields mapped and default settings applied Applying settings to the journal lines Examine each field in turn: 1. In the Journal lines tab, select the Journal number field 2. Click to select Properties 3. Tick to select Hidden 4. Click to select from the Field type drop-down Parent field list 38

41 Journal functions 5. In the Value entry box, use the lookup window to tick to select the JournalNum field from the list 6. Click OK 7. Click Apply 8. Click the (>) button to select the Voucher field 9. Tick to select Number sequence 10. Tick to select Hidden 11. Click to select from the Field type drop-down Parent field list 12. In the Value entry box, use the lookup window to tick to select the VoucherSeries field from the list 13. Click OK 14. Click Apply 15. Click the (>) button to select the Account type field 16. Tick to select Hidden 17. In the Value entry box, use the lookup window to tick to select the Ledger entry from the list 18. Click Select items 19. Click OK 20. Click Apply 21. Close the Properties form The form appears as follows: Figure 29 Default settings for hidden fields applied 22. Select Date 23. Right-click and select =TransDate 24. Select Account 39

42 Journal functions 25. Right-click and select =AccountNum 26. Select Transaction text 27. Right-click and select =Txt 28. Select Currency 29. Right-click and select =CurrencyCode 30. Select Debit 31. Right-click and select =AmountCurDebit 32. Select Credit 33. Right-click and select =AmountCurCredit 34. Select Cost centre 35. Click to select Properties 36. In the Value entry box, type =CC 37. Click Apply 38. Click the (>) button to select the Department field 39. In the Value entry box, type =Dept 40. Click Apply 41. Click the (>) button to select the Purpose field 42. In the Value entry box, type =Purpose 43. Click Apply 44. Close the Properties form 45. Select Document 46. Right-click and select =DocumentNum 47. Select Document date 48. Right-click and select =DocumentDate 49. Select Exchange rate 50. Right-click and select =ExchRate The Journal tab appears as follows: 40

43 Journal functions Figure 30 Mapped template, ready for inclusion into the workbook Include this template as an in-document template as follows: 1. Click to select the Ledger journal table node at the top of the pane 2. Click to select Properties 3. In the Title entry box, type Basic ledger journal 4. In the Returns drop-down, select JournalNum 5. Click OK 6. Click the Insert at the base of the task pane 7. From the Atlas ribbon bar, change the mode from Designer to Context Test the journal upload You are going to test the journal upload: 1. From the Atlas ribbon bar, select the Journal button 2. Ensure the in-document template Basic ledger journal is ticked 3. Open the Confirmation tab 4. Click to select the Upload button When the upload is complete, the number of records added will show 3 and a ledger journal is added to Microsoft Dynamics AX. In Microsoft Dynamics AX the journal will appear as follows: 41

44 Journal functions Figure 31 Newly added journal 42

45 Journal functions 4.4 Key points This section introduced the Journal upload function. You also learned that: Append is the only action allowed using this function A journal is made up of a header table and a lines table Normally these tables are classified as Worksheet header and Worksheet line in the AOT A journal will add one header record and one or more detail or line records Saved templates are used to define the tables involved and the linkages between them Saved templates are selected, mapped and included into the document Templates can use defaults and these can be drawn from: o o o o Number sequences Fields in the related header table Pre-set values in the template Or from the document Use this function to add transactions to your Microsoft Dynamics AX system when: o o o o You need to load opening transactions and balances at time of system start-up You want to load transactions into Microsoft Dynamics AX that need manipulation by or are sourced from Excel You need to interface external systems where an automatic interface is not possible You want to provide casual users with a means to prepare transactions using a familiar interface. E.g. timesheets, employee travel expenses, customer forecasts etc. 43

46 Journal functions 4.5 Quick interaction Take a moment to write down the three key points you have learned: